(l!virginiatech i procurement department north end center ... · !l!virginiatech i nick dyson...

(l!VirginiaTech I

Nick Dyson Alsco, Inc. PO Box 13425 Roanoke, VA 24033

Dear Mr. Dyson:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www. procurement. vt. edu

March 23, 2017

Subject: Virginia Tech Contract# UCP-TS-040-12 Commodity/Service: Rental of Linens and towels

Thank you for responding to my letter of March 9, 2017 and agreeing to extend the contract. The contract will now expire August 31, 201 7.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for the additional months.

TW/tdj c: F.M. Pro

Christine Boling

Sincerely,

~ C1. Pai* Trisha Wilson, CPPB Senior Buyer / Contracts officer Telephone: (540) 231-7402

~---------------------- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

VENDOR INFORMATION FORM 3/9/2017

TS 040 12 -- for office use --

Alsco, Inc.

FULL LEGAL NAME (Co_mpany Nan:ie as it appears with your F~eral Taxpayer_Number)

Alsco, Inc.

·-··

BUSINESS NAME/ DBA NAMEITA NAME (If different than FuU legal Name)

Alsco, Inc.

BIWNGNAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

PO Box 13425

P O BOX ADDRESS 1

STREET ADDRESS 2

Roanoke CITY

VA 24033

STATE ZIP CODE

Nick Dyson CONTACT PERSON

[email protected] EMAIL

Trisha Wilson

FEDERAL TAXPAYER NUMBER

FEDERALTAXPAYERNUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

PO Box 13425

PAYMENT PO BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Roanoke CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056 FAX NUMBER

!l!VirginiaTech I

Nick Dyson Alsco, lnc. PO Box 13425 Roanoke, VA 24033

Dear Mr. Dyson:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

March 9, 20 17

Subject: Virginia Tech Contract #UCP-TS-040-12 Commodity/Service: Rental of Linens and towels

This is to inform you that the subject contract expires March 31, 2017. Since the univers ity wou ld like to extend the contract through August 3 1, 2017, please advise concerning your intention by signing in the appropriate space listed below. Please return this letter to me by March 24, 2017.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Sincerely,

Trisha Wilson, CPPB Senior Buyer / Contracts officer Telephone: (540) 231-7402

Alsco, Inc. agrees to extend the contract through August 3 I , 2017 in accordance with the terms and conditions of the subject contract.

Authorized Signature:

Name: (please print)

Alsco, Inc. does not agree to extend the contract through August 31, 2017.


Name:

TW/tdj c: FMP

Approved:

(please print)

Date: _ S+-'b,D_----J!~l-+-1"---' I

Title: GeNElUfL /'vJ,+-,v.ttuE/2..

Date: _________ _

Title: _________ _

Invent the Future



' .

TS 040 12 -- for office use --

Alsco, Inc.

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

Alsco, Inc.

BUSINESS NAME/ DBA NAME/TA NAME (If different than Full Legal Name)

Alsco, Inc.

BIWNGNAME (Company name as it appears on your invoice)


PO Box 13425

PO BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Nick Dyson

CONTACT PERSON

hQy~o n Q e \sc.o. CoVYt . ' EMAIL

Trisha Wilson


FEDERALTAXPAYERNUMBER (If different than ID# above)


PAYMENT ADDRESS:

PO Box 13425

PAYMENT PO BOX ADDRESS 1


Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056 FAX NUMBER

I

llJVirginiaTech I

Bob Cobb Alsco, Inc. P 0 Box 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Procurement Department (MC 0333) North End Center, Suite 2100 , Virginia Tech 300 Turner Street NW Blacksburg , Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

February 22, 2016


Thank you for responding to my Jetter of February 9, 2016 and agreeing to renew the contract. The contract will now expire March 31, 2017.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the fonn , and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

TW/tdj

c: F.M. Pro Christine Boling

Sincerely,

Trisha Wilson, CPPB Senior Buyer/ Contracts Officer Telephone: (540) 231-7402

Invent the Future

VI RGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSIT Y

An equa l opportuni ty , affirmative action institution

, VENDOR INFORMATION FORM 1/20/201 6

- ,, . i... ' - 'I.,. ------- for office use -------

Alsco , Inc.


A!sco, Inc.

BUSINESS NAME/ OBA NAME/TA NAME

(If different than Full Legal Name)

Alsco, Inc.

BILLING NAME (Company name as it appears on your invoice)


P 0 Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Bob Cobb

CONT ACT PERSON



FEDERAL TAXPAYER NUMBER (If different than ID# above)


PAYMENT ADDRESS :

P 0 Box 13425

PAYMENT P 0 BOX ADDRESS 1


Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-581 8

TOLL FREE NUMBER

540-981-0056

FAX NUMBER

. ' llJVirginiaTech I


Dear Mr. Cobb:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg , Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

February 9, 2016


This is to inform you that the subject contract expires March 31 , 2016. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. A signed copy of this letter should be received in Procurement by March 9, 2016.

In addition, review the attached form, which shows your company information as listed in the university's vendor database. If any of this infonnation has changed, make corrections directly on the fonn , and return with this letter. lt is essential this information be accurate for payments to be processed in a timely manner.

Virginia Tech recommends that our vendors utilize the Wells One AP Control Payment System for payment of all invoices and strongly encourages all vendors under contract with the university to participate in this program. If your firm is not enrolled in the program, refer to our website: http://www.procurement.vt.edu/Yendor/WellsOne.html or contact me directly for more information.

Alsco, Inc. agrees to renew


Name:

Sincerely,

Trisha Wilson , CPPB Senior Buyer/ Contracts Officer Telephone: (540) 231-7402

additional year under the tenns and conditions of the subject contract.

Date: ':J-/ 17 / "),()/ (,, Title: bev £:rl.ik.- !hlf7J l'ef 1::-.,._.,

(please print)

We currently participate in the Wells One Program. ___ We would like to participate in the Wells One Program __ _

Alsco, Inc. does not agree to renew the contract for an additional year.

Authorized Signature: Date: __________ _

Name: Title: _________ _ (please print)

TW/tdj

Date: ~3;/~ Approved:

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity, affirmative action institution

' ' VENDOR INFORMATION FORM 1/20/2016

TS 040 12 ------- for office use -------

Alsco, Inc.


Alsco, Inc.



Alsco, Inc.



P 0 Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Bob Cobb

CONTACT PERSON


Trisha Wilson



FEDERALTAXPAYERNUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 13425



Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056

FAX NUMBER

IJVirginiaTech I

Bob Cobb Alsco, Inc. P OBox 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231·9628 www.procuremenl.vt..edu

January 28, 20 I 5

Subject: Virginia Tech Contract #UCP-TS-040-12 Commodity/Service: Rental of Linens and Towels

Thank you for responding to my letter of January 22, 20 I 5 and agreeing to renew the contract for an additional year. The contract will now expire March 31, 2016.

The attached fonm shows your company infonmation as listed in the university's vendor database. If any of this infonmation changes, please make corrections directly on the fonm, and return to me. It is essential that this infonmation be accurate in order for payments to be processed in a timely manner.


TW/tdj

c: F.M.Pro Christine Boling

Sincerely,

Trisha Wilson Senior Buyer/ Contracts Officer Telephone: (540) 231-7402

'------------------------ Invent the Future


-· VENDOR INFORMATION FORM 1/27/2015

TS 040 12, ----- for office use ------

Alsco, Inc_






PO Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Bob Cobb

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson



FEDERAL TAXPAYER NUMBER (if different than 10# above)

PAYMENT ADDRESS:

P 0 Box 13425



Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056

FAX NUMBER

liDVirginiaTech I

Bob Cobb Alsco, Inc. P OBox 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street foNV Blacksburg, .Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

January 22, 2015


This is to inform you that the subject contract expires March 31, 2015. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in'the appropriate space list!'(i below. Please return one signed copy of this letter to me by February 22, 2015.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.


Sincerely,

~w~ Senior Buyer/ Contracts Officer Telephone: (540) 231-7402

Alsco, Inc. agrees to renew the contract for an additional year in accordance with the terms and conditions of the subject contract.

-~ttftc Authorized Signature:




Name:

TW/tdj c: FMP

Approved:

Date:

(please print)

Date: 1/2a / ~ Title: ~L~ h\.4ii.;~ t:1'-'

Date: _________ _

Title: _________ _

~-----------~----¥---------- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action Institution

• VENDOR INFORMATION FORM 12/10/2014

·--'for office-use -- Trisha Wilson

Alsco, Inc.

FULL LEGAL NAME I (Company. Name as it aPpears with your Federal Taxpayer Nuniber). /

BUSINESS NAME/ OBA NAMEfTA NAME · ··1 ____ (If c;lifferent t!'an_ Full Lega~ Name)----· ____ J

BILLING NAME . '-----~omj:Jany name as It appears on y_our inv~ice ) __ J


P 0 Box 13425

P 0 BOX ADDRESS 1

Roanoke r L_· ____ _

VA

STATE · l ---~

Bob Cobb

[email protected]

CITY

24033

-- - lfN!Aii:'

·---

1

--- .. - ·- -_·· ·-·-·-·- --·· 1 ____________ _]

L __ _ FEDERAL TAXPAYER NUMBER

F_E_D"'ERAL"' .. =· T:;.:_AX;.:__. :;.:_P:;.:_Ac.;.YE;.:Rc.:;;:.N.:.;U.=;M:.._B_E_R_· ____ ._I _ (If different than ID# above) _

FEDERAL TAXPAYER_ NUMBER i (if different tha_~ID# abov~)_. ____ ___J

PAYMENT ADDRESS:

P 0 Box 13425

L ____ ·---- PAYMENT p 0 BOX ADDRESS 1 ------~


Roanoke

I· CITY -~----=:J VA 24033

I' STATE ! , ______ . ___ J

540-342-3158

L . __ .::_~;_..:_ _ _i:'.HO_~~-Nli~BER ___ _:__:-_::_~_]

800-336-5818 f -.-.-- TOLL FREE NUMBER L--------~·--··-· -· ----

540-981-0056 I . -- --·- -- ----·- FAXNUMBER "------ - --~--- -- ----

\

lllVirginiaTech I

Bob Cobb Alsco, Inc. P 0 Box 13425 Roanoke. VA 24033

Dear Mr. Cobb:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 WWW.procurement. vt.edu

December 20, 2013


Thank you for responding to my letter of December 13, 2013 and agreeing to renew the contract for an additional year. The contract will now expire March 31, 2015.



TW/tdj

c: F.M. Pro Christine Boling

Sincerely,


'------------------------ Invent the Future



\

TS 040 12 ----- for office use ------

Alsco, Inc.


BUSINESS NAME/ OBA NAMEfTA NAME


BILLING NAME (Company name as It appears on your invoice)


P 0 Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Bob Cobb

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson




PAYMENT ADDRESS:

P 0 Box 13425



Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056

FAX NUMBER

llVirginiaTech I Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW

Bob Cobb Alsco, Inc. PO Box 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement.vt.edu

December 13, 2013


This is to inform you that the subject contract expires March 31, 2014. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by January 13, 2014.

Please review the attached fonn, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the fonn, and return with this letter. It is essential that this infonnation be accurate in order for payments to be processed in a timely manner.


Sincerely,


Alsco, Inc. agrees to renew the contract for an additional year in accordance with the terms and conditions of the subject

~a_~ ,_ 1-i.l i:r/13 -~A. Jh Title ~~tYt~

(please print)

contract.


Name:


Authorized Signature: Date: __________ _

Name:

TW/tdj c: FMP

Approved:

Date:

Title: __________ _ (please print)

· Facilities Support Procurement

/d/c)of)3 I I

Invent the Future



I' TS 040 12 ----- for office use -----

Alsco, Inc.


BUSINESS NAME/ OBA NAMEfTA NAME


BILLING NAME (Company name as It appears on your invoice)


P 0 Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE ZIP CODE

Bob Cobb

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson




PAYMENT ADDRESS:

P 0 Box 13425



Roanoke

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056 FAX NUMBER

(I! Virginia Tech I


Dear Mr. Cobb:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch.vt.edu

February 25, 2013

Subject: Virginia Tech Contract #UCP-TS-040-12 Conunodity/Service: Rental of Linens and towels

Thank you for responding to my letter of January 18, 2013 and agreeing to renew the contract for an additional year. The contract will now expire March 31, 2014.



TW/tdj

c: F.M.Pro Christine Boling

Sincerely,

Trisha Wilson Senior Buyer/Contracts Officer Telephone: (540) 231-7402

L-------------------------------------------------lnventthe Future


VENDOR INFORMATION FORM

TS 040 12 ~----"- toroffice use ____ : __

Alsea, Inc.

FULLiEGAL NAME.

.;;. 'BI.JSINESS;NAMEI.DBANAMEfTA.NAME

'; /,;!1!, differe,~tlhaniFu.ULegaiName) •

... · 'BILLINGNAME

·.·, ((Ggm~ar1Yp~f11~.a'sit a'ppea,rsonyour'invoic~)


P 0 Box 13425

' p .0 BOX. AD[JRESS 1

Roanoke

VA .STATE

Bob Cobb

[email protected] , -_>-_:r,;<, :·

,- J'i

STREET ADDRESS 2

24033

ZIP CODE

CONTACT PERSON

EMAIL

Trisha Wilson

FEDERALT AxPAYERNUMBER.

FEDEf!Alff~I'!,6.YER NUMBER. · · (lt~i!fer~~j'jha~ ID#.above) .·

FEDERA(T~PAYERNUMBER (it. ,differenttHan.ID# above)

"' ---.--;·--···- ·<,__ -

PAYMENT ADDRESS:

P 0 Box 13425

PAYM~NT•P d BOXADDRESS 1

f>AVMENT'STREE'j"ADDRESS2 .

Roanoke

VA 24033

STATE·. ';ziP CODE ·

PI:! ONE Nl)MBER

800-336-5818

· TOLL.FREENUMBER

;,,,.·FAJCNUMBER

I

Ill Virginia Tech I

Bob Cobb Alsea, Inc. POBox 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch.vt.edu

February 18, 2013

Subject: Virginia Tech Contract #UCP-TS-040-12 Commodity/Service: Rental of Linens and Towels

This is to inform you that the subject contract expires March 31, 2013. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by March 15, 2013.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this infonnation has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.


Sincerely,

~rua.pudt· TrishaW~n Senior Buyer I Contracts Office Telephone: (540) 231-7402

Alsco, Inc. agrees to renew the contract for an additional year in accordance with the te1ms and conditions of the subject contract.





Name:

TW/tdj c: FMP

Approved:

Date:

W. Thomas Kaloupek Director ofPurchas ·ng

).. ·z_'{ )

Date: )-/ J-i /2-c1 3 Title: Qavef!.ll<- /hltrVkfre:/0

Date: _________ _

Title: _________ _

c_ __________________________ Invent the Future



VENDOR INFORMATION FORM

· TS 040 12 ------- tor office use -------

Alsea, Inc.

FOLL LEGAL NAME (Comp~riY_-H~rn~,'_as- i(appears with y~ur Federal Taxpayer Number)

BUSII,IESS NAME/ DBA NAMEfTA NAME · \l(differeritthan Full. Legal Name)

BILLING NAME (C~rnpany name as it appears on your invoice)


P 0 Box 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Roanoke

CITY

VA 24033

STATE'; ZIP CODE

Bob Cobb

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson

FEDERAC'J'Axf'AYERNUMBER

> FEDERAl.. TAxPAYERNOMBER (lf~iffetentthan lp#aQove)

FEDERAl.TAxPAYERNUMBER .(i(diffe[en)t~an .ID# above)

PAYMENT ADDRESS:

P 0 Box 13425

PAYMENT POBOX ADDRESS 1

PAYM E\':IT ~?TREET ADDRESS 2

Roanoke ······;:,;;'CITY

VA 24033

STATE ZIP CODE

540-342-3158

;PHONENUMI;!ER

800-336-5818

TOLL FREE NUMBER

540-981-0056 .... · F,AX NUMBER

COMMONWEALTH OF VIRGINIA

STANDARD CONTRACT

Contract Number: UCP-TS-040-12

This contract entered into this 1st day of April20 12, by Alsco, Inc. hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech."

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide the rental of linens and towels to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From April!, 2012 through March 31,2013.

COMPENSATION AND METHOD OF PAYMENT: in accordance with the contract documents.

The Contractor shall be paid by Virginia Tech

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract, Request for Proposal (RFP) number 0015769 dated February 8, 2011, together with Addendum Number 1 To RFP dated March 2, 2011 , Addendum Number 2 To RFP dated March 3, 201 I, the proposal submitted by the Contractor dated March 3, 2011 and Attachment A-1, all of which contract documents are incorporated herein.

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby.

Virginia Tech By:

ER-IJ.L !'tt.rw~ t'¥0 W. Thomas Kaloupek Director of Purchasing

IIJVirginia.Tech

Request for Proposal #0015769

for

Rental ofLinens and Towels

February 8, 2011

RFP 0015769 GENERAL INFORMATION FORM

1. QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Trisha Wilson, Phone: (540) 231 ~ 7402, e-mail: ':[email protected].

2. DUE DATE: Sealed Proposals will be received until March 8, 2011 at 3:00PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualificaiion.

3. ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute And State University (Virginia Tech), Purchasing Department, 270 Southgate Center (0333), Blacksburg, Virginia 24061. Reference the Opening Date and Hour, and RFP Number in the lower left corner of the return envelope or package.

4. PRE-PROPOSAL CONFERENCE: See Section IX. for information regarding a pre-proposal conference.

5. TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide your certification number: . For certification assistance, please visit: http :/v•t\¥V.' .dmbe.state. va. us/swamcert.him 1.

Large

SmaU business- An independently ovmed and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of$10 miJiion or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification.

Women-owned business- A business concern that is at least ·51% owned by one or more women who are U. S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U.S. citizens or legal resident aliens.

Minority-owned business- A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-1401, Code of Virginia) or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the managemennmd daily business operations are controlled by one or more minority individuals.

6. COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the setvices in accordance with the attached signed proposal and as mutuallv a!!reed unon bv subseauent negotiation.

FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) (Company name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/DBA NAMEfT A NAME FEDERAL TAXPAYER NUMBER (If different than the Full Legal Name) (If different than ID# above)

BILLING NAME FEDERAL TAXPAYER NUMBER (Company name as it appears on your invoice) (If different than ID# above)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME/TITLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

11/10

I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiations for the rental of linens and towels by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II. CONTRACT PERIOD:

The tenn of this contract is for one (l) year(s), or as negotiated. There will be an option for four (4) additional oneyear renewals, or as negotiated.

Ill. BACKGROUND:

Virginia Tech has contracted for the rental of linens and towels for the past fifteen years. Currently, the university rents tablecloths, napkins, aprons, wash cloths, towels, pillowcases and sheets.

A listing of departments that require rental service of these items appear in Attachment C. While this listing is fairly comprehensive, it is not a11 inclusive and additional services may be required during the tenn of any contract that may result from this solicitation.

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamHnes and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eVA system.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your finn being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your finn must provide the necessary information. Please visit the eVA website portal at htto://w\VVo.'.eva.vindnia.gov/re!lister/vendorreg.htrn and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your finn conducts business from multiple geographic locations, please register these locations in. your initial registration.

For registration and technical assistance, reference the eVA website at: eVACustomerCare@d!ls.vin!.inia.gov. or call 866-289-7367 or 804-37!-2525.

V. CONTRACT PARTICIPATION:

Co!lege ol William and Mary

George Mason University James Madison University Old Oominion Univen:ity

Radford University The University of Virginia

Virgini~ Commonwealth University Virginia MilitBry Institute Virgioia Tech

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech's affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide

3

semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments without direct administration from Virginia Tech. Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI. STATEMENT OF NEEDS:

A. Virginia Tech needs the services of a contractor that can provide:

I. Rental of the items in the volume as identified in Attachment C. Note that all quantities set forth in this solicitation are estimates only and the contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

2. Daily pick-up and delivery service to the specific departments listed in Attachment C and to other departments as the need arises. The contractor must be able to handle emergency linen and towel needs as they arise.

3. Linen and towel counts to insure the numbers of items delivered and picked up are accurate and that each individual department is billed for their respective items.

4. A bed linen rental program for students that live in residence halls on the Virginia Tech campus.

5. Mending or replacement of worn or damaged items as requested by Virginia Tech at no additional charge. The contractor shall pick up items requiring mending/replacement on a weekly schedule. Virginia Tech will not be responsible for repairing or replacing any item due to nonnal wear and tear.

6. Laundry carts to departments for storage of soiled linens to be picked up.

VII. PROPOSAL PREPARATION AND SUBMISSION:

A. General Requirements

I. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One original and three copies of each proposal must be submitted to:

Virginia Tech Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061

Reference the Opening Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package.

No other distribution of the proposals shall be made by the Offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All infonnation requested should be submitted. Failure to submit all infonnation requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or Jack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

4

b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisi)· the requirements of the RFP. Emphasis should be on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Infonnation which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.

e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other materials is submitted. The written request must specifically identifY the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clarify or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete.

B. Specific Requirements

Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following infonnation/items as a complete proposal:

1. Plan for Providing Services

Describe offeror's plan for providing rental linens and towels including delivery and pick-up schedules, inventory available to Virginia Tech and implementation of a quality assurance program which wil1 encompass both products and customer service. Additionally, discuss the offeror's plan to repair or replace old and worn items. Describe the colors and sizes of the items that the offeror can provide. Discuss the offeror's willingness to provide a representative to address Virginia Tech's needs. Samples of items may be required as part of the evaluation. If samples are required, Virginia Tech will notifY the offeror.

2. Qualifications and Experience

Describe the offeror's qualifications and experience in providing rental of linens and towels.

i J

3. Price

Provide pricing for each item offered in Attachment C. Complete unit price and total price columns in Attachment C and submit with your proposal. Include in your proposal pricing for each replacement of items damaged or misplaced by Virginia Tech. Discuss the finnness of the offeror's pricing as completed in Attachment C. Discuss how the offeror intends to provide price changes and the anticipated frequency of such changes.

4. Small. Women-owned and Minority-owned Business (SWAM) Utilization:

If your business can not be classified as SWAM, describe your plan for utilizing SWAM subcontractors if awarded a contract Describe your ability to provide reporting on SWAM subcontracting spend when requested. If your finn or any business that you plan to subcontract with can be classified as SWAM, but has not been certified by the Virginia Department of Minority Business Enterprise (DMBE), it is expected that the certification process will be initiated no later than the time of the award. If your firm is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWAM certification, visit the DMBE website at www.dmbe.virginia.gov. Any questions relating to SWAM businesses or SWAM subcontracting opportunities can be directed to Mark Cartwright, the University's Assistant Director for Supplier Diversity, at 540-231-3333 or mcartwrightlaM.edu.

5. References

Four (4) recent references, either educational or governmental, for whom you have provided the type of services descnbed herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your permission to contact.

6. The return of the General Information Form and addenda, if any, signed and filled out as required.

VIII. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Maximum Point Criteria Value

I. Plan for Providing Services 35

2. Qualifications and Experience 30

3. Pricing 20

4. SWAM Utilization 10

5. References 5

Total 100

B. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall then be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, Virginia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Virginia Tech may cancel this Request for Proposal or reject

6

proposals at any time prior to an award. Should Virginia Tech detennine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated. See Attachment B for sample contract funn.

Virginia Tech reserves the right to award either a single contract for al1 services described herein, or multiple contracts for all or a portion of the services described herein.

IX. OPTIONAL PRE-PROPOSAL CONFERENCE:

An optional pre-proposal conference will be held on February 23, 2011 at 11:00 am in the Purchasing conference room, 270 Southgate Center, Blacksburg, VA 24060. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend.

Bring a copy of this solicitation with you. Any changes resulting from this conference will be issued in a written addendum to this solicitation.

It is strongly recommended that you obtain a Virginia Tech parking permit for display on your vehicle prior to attending the conference. Parking permits are available from the Virginia Tech Parking Services Department located at 455 Tech Center Drive, phone: (540) 231-3200, e-mail: parkinglal.vt.edu.

X. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shal1 be submitted to:

Virginia Polytechnic Institute and State University Accounts Payable 201 Southgate Center Blacksburg, VA 24061

XI. METHOD OF PAYMENT:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.

Payment can be expedited through the use of a ghost card payment system. For more information on this program please refer to Virginia Tech's Purchasing website: http://www.purch.vt.edu/Department/WellsOne.html

XII. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at http://www.purch.vt.edulhnnl.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XIII. CONTRACT ADMINISTRATION:

A. Christine Boling, Contract Administrator, Dining Services, at Virginia Tech or her designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful perfonnance.

B. The Contract Administrator, or her designee, shall detennine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or her designee, shaH not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Purchasing Department through a written amendment to the contract.

XIV. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached tenns and conditions.

XV. ATTACHMENTS:

Attachment A - Tenns and Conditions Attachment B- Standard Contract Fonn Attachment C- Estimated Quantities by Department

ATTACHMENT A

TERMS AND CONDITIONS

RFP General Terms and Conditions

See htto://www.purch. vt.edu/html.docs/tenns/GTC RFP I 00 II O.pdf

Special Terms and Conditions

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

6. JDENTIFICA TJON OF PROPOSAL ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the sigoed proposal should be returned in a separate envelope or package, sealed and addressed as follows: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061 Reference the opening date and hour, and RFP Number in the lower left comer of the envelope or package. If a proposal not contained in the special envelope is mailed, the Offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the proposal to be disqualified. No other correspondence or other proposals should be placed in the envelope. Proposals may be hand delivered to the Virginia Tech Purchasing Department.

7. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind Virginia Tech, or to otherwise act on behalf of Virginia Tech, except as Virginia Tech may expressly authorize in writing.

8. INSURANCE: By sigoing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire tenn of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

9

During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation - Statutory requirements and benefits. B. Employers Liability- $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be

named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500,000.00 E. Builders Risk- For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk

Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance wm be through a valid insurance certificate.

The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, includin£ but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the perfonnance or nonperformance of the contract.

9.NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address

If to Contractor: Attention:

If to Virginia Tech:

Address Shown On RFP Cover Page Name Of Person Sirning RFP

Virginia Polytechnic Institute and State University Attn: Trisha Wilson Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061

and

Virginia Polytechnic Institute and State University Attn: Christine Boling Dining Services New Hall West, Suite 144 Blacksburg, VA 24016

10

Contract Number:

ATTACHMENT B

Standard Contract form for reference only Offerors do not need to fill in this form

COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

----------------

This contract entered into this ___ day of 20 __ , by , hereinafter called the ncontractor" and Commonwealth of Virginia, Virginia Polytechnic Institute and State University called "Virginia Tech".

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows:

SCOPE OF CONTRACT: The Contractor shall provide the ______ to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From ___________ through----------

COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract, Request For Proposal Number -,--o--- dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's Jetter dated , all of which contract documents are incorporated herein.


Contractor: Virginia Tech

By: _______________________ _ By: ------------------------Title: _____________ _

11

Attachment C University Unions and Student Activities

*Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether

such total quantities are more or less than those shown.

12

Student Program Packages (17 wks/sem):

g 1 Flat Sheet (1) Fitted Sheet (1) Pillow Case ( 1)

Attachment C Student Programs - Conferences

* Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

** Items 1 ~ 8 usually shrink wrap about 3,000 linen packages per year. A package is: 2 sheets, 2 towels, 1 pillowcase and 1 washcloth.

"

Tablecloth, Visa Colors: White, Burgundy, Royal Blue, Forest Green, Bone (Champagne), Red, Light Gray, Pin~Dusty Rose, Light Blue, Peach, Any Additional Colors Available. Sizes: 51" 50 85" 75 52"x114" 60

3 I 120" round 10 Napkin, Visa, multiple

Attachment C Dining Services - Catering Department

2500 3750 3000 Owens Banquet



''Please list colors available and the lead time required to get specific colors

,,,

White I 100

30 35

3200

960 1120

800

Attachment C Dining Services -Owens

ns Dining

Ordered as needed for cnori!:ll events

Ordered as needed for


events


3

3

"Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether


"

1 I NaPkin. Cotton. White 1100

Napkin, Visa, multiple I ors*;

Tablecloth, Cotton, White Sizes: 52" 30

3 I 52" X 114" 35

Tableclotll, Visa, Red Sizes: 52" X 52" 25

4 I 52" X 114" 30 Apron, Bib, Cotton,

~White 1 4o Aprin, Bib, Cotton,

13200

I

960 1120

800 960

11280

Attachment C Dining Services -Shultz

I Shultz

I

Shultz

I

1 Shultz


I Ordered as

I needed for

Ordered as needed for special events

I Ordered as needed for

j3



**Please list colors available and the lead time required to get specific colors

16

Attachment C Dining Services - Squires Food Court for Au Bon Pain and Sbarro



17

Apron, Bib, Cotton, White

Attachment C Dining Services- Donaldson Brown for Au Bon Pain

60

Graduate Life Center, Donaldson

1920 I Brown 3

"'Quantities set forth above are estimates only, and tl1e Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether


"

1

2

3

4

1400

White

Attachment C Dining Services -Dietrick

-·--1 ---t:2oo

Tablecloth, Visa Colors: White, Burgundy, Royal Blue, Forest Green, Bone (Champagne), Red, Light Gray, Pin, Dusty Rose, Light Blue, Peach, Any Additional Colors Available. Sizes:

Dietrick Hall

As Needed for special

As Needed for special functions



such total quantities are more or less than those shown . .

*'Please list colors available and the·lead time required to get specific colors.

**' Please give the lead time required to have special linens delivered for special functions.

19

Attachment C Dining Services - Deets Place located in Dietrick

*Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

20

L_

Tablecloth, Visa Colors: White, Burgundy Sizes: 521! X 52 11

3 I 52" X 114"

Napkin, Visa:

Attachment C Dining Services -West End Market

50 50 Cochrane



21

L_ -----~~- ~~~--~~-

Attachment C Dining Services -Southgate Food Stores



22

Attachment C Recreational Sports

McComas Fitness Center (Equipment ~nnn'\~ 3



23

ADDENDUM# 1 TO RFP # 0015769

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY PURCHASING DEPARTMENT (0333)

270 SOUTHGATE CENTER BLACKSBURG, VA 24061

DATE ORIGINAL DUE DATE AND HOUR

March 2, 2011 March 8, 2011 3PM

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Trisha Wilson, Contracts Officer/Buyer Senior I

E-MAIL ADDRESS: [email protected] TELEPHONE NUMBER (540) 231-7402 FAX NUMBER (540) 231-9628 AFYER HOUR MESSAGES 1540) 231-6221

I Rental of Linens and Towels

1. Question: Please explain thelbed linen rental program for students. Answer: The bed linen rental program for students no longer exists. Section VL (A.) (4.)-This sentence is to be deleted in its entirety.

!

2.

3.

4.

5.

6.

Question: In Attachment C, Recreational Sports, page 23, what is the weight of the 24"x48" towel? Answer: Please submit pricin9 for a medium weight, medium quality towel.

Q . . i . f uest1on: What are the dlmens1ons o the mattresses? Answer: The dimensions are

1

80" L x 36" W x 6"0.

I Question: Is the quantity of 300 mop heads on Attachment C, West End Market, page 21, correct? Answer: The quantity of 300

1

is correct.

All other terms, conditions an~ descriptions remain the same.

The due date and hour remaihs February 28, 2011 at 3PM. I I

FULL LEGAL NAME (P)'INn I FEDERAL TAXPAYER NUMBER (ID#)

(Company name as it appears with your Federal jr axpayer Number)

i

i BUSINESS NAME/DBA NAMEffA NAME FEDERAL TAXPAYER NUMBER (If different than the Full Legal Name) (If different than ID# above}

BILLING NAME FEDERAL TAXPAYER NUMBER (Company name as it appears on your invoice) {If different than ID# above)


I

CONTACT NAMErriTLE (PRINn I SIGNATURE (IN INK)

I

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER '

i

DATE

FAX NUMBER TO RECEIVE

E-PROCUREMENT ORDERS

Napkin, Visa, multiple

Tablecloth, Visa Colors:

Burgundy, Royal Blue, Forest Green, Bone (Champagne), Red, Light Gray, Pin, Dusty Rose, Blue, Peach, Any Additional

Available.

I I

Attachment C Dining Services - Dietrick

28000 Dietrick Dining Hall

I Dietrick Dining

100 700 200 Dietrick Dining 300 Hall

80 350 124 !Dietrick Dining 148 Hall


lAs Needed for soecial functions

*Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.


••• Please give the lead time required to have special linens delivered for special funtions.

ADDENDUM# 2 TO RFP # 0015769




March 3, 2011 March 8, 2011 3PM

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Trisha Wilson, Contracts Officer/Buyer Senior

E-MAIL ADDRESS: [email protected] TELEPHONE NUMBER {540) 231-7402 FAX NUMBER {540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221

Rental of Linens and Towels

1. This addendum is being issued to correct Line #6 from Addendum 1.

2. All other terms, conditions and descriptions remain the same.

3. The due date and hour remains March 8, 2011 at 3PM.

FULL LEGAL NAME (PRINn FEDERAL TAXPAYER NUMBER (ID#) (Company name as it appears witll your Federal Taxpayer Number)

BUSINESS NAME/DBA NAMEfTA NAME FEDERAL TAXPAYER NUMBER {If different than the Full Legal Name) {If different than 10#- above)

BILLING NAME FEDERAL TAXPAYER NUMBER (Company name as lt appears on your invoice) (If different than ID# above)


CONTACT NAMEfTITLE (PRINT) SIGNATURE (IN INK)

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER

I

DATE

FAX NUMBER TO RECEIVE E-PROCUREMENT ORDERS

Revis.<d12110

RFP 0015769 GENERAL INFORMA TlON FORM

l. QUESTIONS: All inquiries for information regarding this solicitation should be directed to: Trisha Wilson, Phone: (540) 231-7402, e-mail: ~edu.

2.

3.

4.

5.

DUE DATE: Sealed Proposals v.rill be received until March 8, 2011 at 3:00PM. Failure to submit proposals to the correct location by the designated date and hour will result in disqualification.

ADDRESS: Proposals should be mailed or hand delivered to: Virginia Polytechnic Institute And State University (Virginia Tech), Purchasing Department, 270 Southgate Center (0333), Blacksburg, Virginia 24061. Reference the Opening Date and Hour, and RFP Number in the lower left corner of the return envelope or package.

PRE-PROPOSAL CONFERENCE: See Section IX. for information regarding a pre-proposal conference.

TYPE OF BUSINESS: (Please check all applicable classifications). If your classification is certified by the Virginia Department of Minority Business Enterprise, provide your certification number: For certification assistance, please visit: http:/www.dmbe.state.va.us/swamcert.html.

Large

Small business- An independently owned and operated business which, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. Department of Minority Business Enterprise (DMBE) certified women-owned and minority-owned business shall also be considered small business when they have received DMBE small business certification.

Women-owned business- A business concern that is at least 51% owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States or non-citizens who are in full compliance with the United States immigration law, and both the management and daily business operations are controlled by one or more women who are U. S. citizens or legal resident aliens.

Minority-owned business- A business concern that is at least 51% owned by one or more minority individuals (see Section 2.2-140L Code of Virginia) or in the case of a corporation. partnership, or limited liability company or other entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals and both the managemennmd daily business operations are controlled by one or more minority individuals.

6. COMPANY INFORMATION/SIGNATURE: In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal and

FULL LEGAL NAME (PRINT) (Company name as it appears with your Federal Taxpayer !\umber)

BUSlNESS NAME/DBA NAME/fA NAME (If different than the Ful! Legal Name)

BILLlNG NAME (Company name as it appears on your invoice}

PURCHASE ORDER ADDRESS

3~(D\ S~"""""io<>'"'-.. ~'C.. tno::l'lcio. '>JG .;:l'iOII

CONTACT NAME/TITLE (PRJNT)

/~\- 0.cido ~b{V\ E-MAIL ADDRESS

!C.ob\:.,(QQ \ :'£.£; .,<::J.,YI,j_

TELEPHONE NUMBER c;\.(o :.:14~~ '3l ")~

FEDERAL TAXPAYER NUMBER (lD#)


FEDERAL TAXPAYER NUMBER (Jf different than JD# above)

TOLL FREE TELEPHONE NUMBER

%co 3 3l,..:).<s"\ ~{

2

I. PURPOSE:

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract throu•h competitive negotiations for the rental of linens and towels by Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II. CONTRACT PERJOD:

The tenn of this contract is for one (I) year(s), or as negotiated. There will be an option for four (4) additional oneyear renewals, or as negotiated.

III. BACKGROUND:

Virginia Tech has contracted for the rental of linens and towels for the past fifteen years. Currently, the university rents tablecloths, napkins, aprons, wash cloths, towels, pillowcases and sheets.

A listing of departments that require rental service of these items appear in Attachment C. While this listing is fairly comprehensive, it is not al1 inclusive and additional services may be required during the tenn of any contract that may result from this solicitation.

IV. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Governor to maximize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eVA system.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your finn must provide the necessary information. Please visit the eVA website portal at http://www.eva.vir•inia.~ov/re~ister/vendorre~.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your fmn conducts business from multiple geographic locations, please register these locations in your initial registration.

For regjstration and technical assistance, reference the eVA website at: [email protected]!inia.gov, or call 866-289-7367 or 804-371-2525.

V. CONTRACT PARTICIPATION:

CnU~ge of William and Mary

George Mason Universiiy

James Madison Uniltersi!y Old Dominion Unlversfly Radford University The University of Virginia

Virginia Cummonweafth University Virginia Mllit<lry Institute Virginia Tech

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech's affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. lf authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor sha11 notify Virginia Tech in writing of any such entities accessing the contract. No modification of this contract or execution of a separate contract is required to participate. The Contractor will provide

semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoking and payments without direct administration from Virginia Tech. Virginia Tech shaH not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity, and will not be considered in default of the contract no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

VI. STATEMENT OF NEEDS:

A. Virginia Tech needs the services of a contractor that can provide:

I. Rental of the items in the volume as identified in Attachment C. Note that all quantities set forth in this solicitation are estimates only and the contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

2. Daily pick-up and delivery service to the specific departments listed in Attachment C and to other departments as the need arises. The contractor must be able to handle emergency linen and towel needs as they arise.

3. Linen and towel counts to insure the numbers of items delivered and picked up are accurate and that each individual department is billed for their respective items .

..;#, 4. A bed linen rental program for students that live in residence halls on the Virginia Tech campus.

5. Mending or replacement of worn or damaged items as requested by Virginia Tech at no additional charge. The contractor shall pick up items requiring mending/replacement on a weekly schedule. Virginia Tech will not be responsible for repairing or replacing any item due to normal we3r and tear.

6. Laundry carts to departments for storage of ;oiled linens to be picked up.

Vll. PROPOSAL PREPARATION AND SUBMISSION:

A. General Requirements

I. RFP Response: In order to be considered for selection, Offerors must submit a complete response to this RFP. One original and three copies of each proposal must be submitted to:

Virginia Tech Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061

Reference the Opening Date and Hour, and RFP Number in the lower left hand corner of the return envelope or package.

No other distribution of the proposals shall be made by the Offeror.

2. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in Virginia Tech requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by Virginia Tech at its discretion. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

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b. Proposals should be prepared simply and economically providing a straightforward, concise description of capabilities to satisfY the requirements of the RFP. Emphasis should be on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross references the RFP requirements. Infonnation which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional materiaL Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

d. Each copy of the proposal should be bound in a single volume where practical. All documentation submitted with the proposal should be bound in that single volume.

e. Ownership of all data, material and documentation originated and prepared for Virginia Tech pursuant to the RFP shall belong exclusively to Virginia Tech and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, to prevent disclosure the Offeror must invoke the protections of Section 2.2-4342F of the Code of Virgini~ in writing, either before or at the time the data or other materials is submitted. The written request must specifically identiJY the data or other materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or par""'crraphs that constitute trade secret or proprietary information. The classification of an entire proposal-document, line item prices and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

3. Oral Presentation: Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to Virginia Tech. This will provide an opportunity for the Offeror to clariJY or elaborate on the proposal but will in no way change the original proposal. Virginia Tech will schedule the time and location of these presentations. Oral presentations are an option of Virginia Tech and may not be conducted. Therefore, proposals should be complete.

~ B. Specific Requirements

Proposals should be as thorough and detailed as possible so that Virginia Tech may properly evaluate your capabilities to provide the required services. Offerors are required to submit the folJowing infonnation/items as a complete proposal:

I. Plan for Pro vi din£ Services

Describe offeror's plan for providing rental linens and towels includiug delivery and pick-up schedules, inventory available to Virginia Tech and implementation of a quality assurance program which will encompass both products and customer service. Additionally, discuss the offeror's plan to repair or replace old and worn items. Describe the colors and sizes of the items that the offeror can provide. Discuss the offeror's willingness to provide a representative to address Virginia Tech's needs. Samples of items may be required as part of the evaluation. If samples are required, Virginia Tech will notiJY the offeror.

2. Qualifications and Experience

Describe the offeror's qualifications and experience in providing rental of linens and towels.

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3. Price

Provide pricing for each item offered in Attachment C. Complete unit price and total price columns in Attachment C and submit with your proposal. Include in your proposal pricing for each replacement of items damaged or misplaced by Virginia Tech. Discuss the firmness of the offeror's pricing as completed in Attachment C. Discuss how the offeror intends to provide price changes and the anticipated frequency of' such changes.

4. Small. Women-owned and Minoritv-owned Business (SWAM) Utilization:

If your business can not be classified as SWAM, describe your plan for utilizing SWAM subcontractors if awarded a contract. Describe your ability to provide reporting on SWAM subcontracting spend when requested. If your finn or any business that you plan to subcontract with can be classified as SWAM, but has not been certified by the Virginia Department of Minority Business Enterprise (DMBE), it is expected that the certification process will be initiated no later than the time ofthe award. If your finn is currently certified, you agree to maintain your certification for the life of the contract. For assistance with SWAM certification, visit the DMBE website at www.dmbe.virginia.gov. Any questions relating to SWAM businesses or SWAM subcontracting opportunities can be directed to Mark Cartwright, the University's Assistant Director for Supplier Diversity, at 540-231-3333 or [email protected].

5. References

Four (4) recent references, either educational or governmental, for whom you have provided the type of services described herein. Include the date(s) the services were furnished, the client name, address and the name and phone number of the individual Virginia Tech has your pennission to contact.

6. The return of the General Information Form and addenda, if any, signed and filled out as required.

Vlll. SELECTION CRITERIA AND AWARD:

A. Selection Criteria

Proposals will be evaluated by Virginia Tech using the following:

Maximum Point Criteria Value

1. Plan for Providing Services 35

2. Qualifications and Experience 30

3. Pricing 20

4. SWAM Utilization 10

5. References 5

Total 100

B. Award

Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis ofthe evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal. Negotiations shall then be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected. Vircinia Tech shall select the offeror which, in its opinion, has made the best proposal, and shall award the co.ntract to that offeror. Virginia Tech may cancel this Request for Proposal or reject

6

proposals at any time prior to an award. Should Virginia Tech detennine in writing and in its sole discretion that only one offeror has made the best proposal, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of this solicitation and the Contractor's proposal as negotiated. See Attachment B for sample contract fonn.

Virginia Tech reserves the right to award either a single contract for all services described herein, or multiple contracts for all or a portion of the services described herein.

IX. OPTIONAL PRE-PROPOSAL CONFERENCE:

An optional pre-proposal conference will be held on February 23, 2011 at II :00 am in the Purchasing conference room, 270 Southgate Center, Blacksburg, VA 24060. The purpose of this conference is to allow potential Offerors an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

\Vhile attendance at this conference will not be a prerequisite to submitting a proposal, offerors who intend to submit a proposal are encouraged to attend.

Bring a copy of this solicitation with you. Any changes resulting from this conference will be issued in a written addendum to this solicitation.

It is strongly recommended that you obtain a Virginia Tech parking permit for display on your vehicle prior to attending the conference. Parking permits are available from the Virginia Tech Parking Services Department located at 455 Tech Center Drive, phone: (540) 231-3200, e-mail: parkinglal,vt.edu.

X. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to:

Virginia Polytechnic Institute and State University Accounts Payable 201 Southgate Center Blacksburg, VA 24061

XI. METHOD OF PAYMENT:

Virginia Tech wi11 authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Request for Proposal.

Payment can be expedited through the use of a ghost card payment system. For more infonnation on this program please refer to Virginia Tech's Purchasing website: http://www.purch.vt.edu/Department/WellsOne.html

XII. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at http://www.purch.vt.edu/htrn!.docs/bids.php. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XIII. CONTRACT ADMINISTRATION:

A. Christine Boling, Contract Administrator, Dining Services, at Virginia Tech or her designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful perfonnance.

B. The Contract Administrator, or her designee, shall detennine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or her designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Purchasing Department through a written amendment to the contract.

XIV. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be govemed by the attached terms and conditions.

XV. ATTACHMENTS:

Attachment A - Terms and Conditions Attachment B- Standard Contract Fonn Attachment C- Estimated Quantities by Department

ATTACHMENT A

TERMS AND CONDITIONS

RFP General Terms and Conditions

See http://www.purch. vt.edu/html.docs/tenns/GTC RFP I 0011 O.pdf

Special Terms and Conditions

1. ADVERTISING: ln the event a contract is awarded for supplies, equipment, or services resulting from this solicitation, no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech, its authorized agents, and/or the State auditors shall have full access and the right to examine any of said materials during said period.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

4. CANCELLATION OF CONTRACT: Virginia Tech reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

5. CONTRACT DOCUMENTS: The contract entered into by the parties shall consist of the Request for Proposal including all modifications thereof, the proposal submitted by the Contractor, the written results of negotiations, the Commonwealth Standard Contract Form, all of which shall be referred to collectively as the Contract Documents.

6. IDENTIFICATION OF PROPOSAL ENVELOPE: If a special envelope is not fumished, or if retum in the special envelope is not possible, the signed proposal should be retumed in a separate envelope or package, sealed and addressed as follows: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061 Reference the opening date and hour, and RFP Number in the lower left comer of the envelope or package. If a proposal not contained in the special envelope is mailed, the Offeror takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the proposal to be disqualified. No other correspondence or other proposals should be placed in the envelope. Proposals may be hand delivered to the Virginia Teth Purchasing Department.

7. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind Virginia Tech, or to otherwise act on :behalf of Virginia Tech, except as Virginia Tech may expressly authorize in writing.

8. INSURANCE: By signing and submitting a proposal under this solicitation, the Offeror certifies that if awarded the contract, it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire tenn of the contract and that a1I insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

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During the period of the contract, Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation- Statutory requirements and benefits. B. Employers Liability- $100,000.00 C. General Liability - $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be

named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500,000.00 E. Builders Risk- For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk

Builders Risk Insurance. For all renovation contracts, and new construction from $!00,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additiOnal insured. All insurance verifications of insurance will be through a valid insurance certificate.

The contractor agrees to be responsible for, indemnifY, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the perfonnance of the contract, includin~ but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnifY, defend and hold harmless Virginia Tech, its officers, agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperfonnance of the contract.

9.NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address

If to Contractor: Attention:

If to Virginia Tech:

Address Shown On RFP Cover Page Name Of Person Sirnin~ RFP

Virginia Polytechnic Institute and State University Attn: Trisha Wilson Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061

and

Virginia Polytechnic Institute and State University Attn: Christine Boling Dining Services New Hall West, Suite 144 Blacksburg, VA 24016

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ATTACHMENTB

Standard Contract form for reference only Offerors do not need to fill in this form

COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

Contract Number: _________ _

This contract entered into this __ day of 20~, by , hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Po1yteclmic Institute and State University called "Virginia Tech 11

•

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agrees as follows:

SCOPE OF CONTRACT: The Contractor shall provide the ______ to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From __________ through ________ _

COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance with the contract documents.

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract, Request For Proposal Number _____ dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which contract documents are incorporated herein.


Contractor: Virginia Tech

By: ____________ _ By: ____________ _

Title: _____________ _

II

Attachment C University Unions and Student Activities

Black in color Tablecloth Size

I I I I ll~_q -- I $).0 i"1 1 I 114" X 52" 701 '--

White in color Tablecloth Size I I

I I I j.j7 I ;}.,),;n.£>! 904 Squires C. W.

I I I Ballrooym I z <::;em- Mavl

( g) I ',J1 r 3o4' Black in color Tablecloth Size I I I I I I, l.ft) I $')$'·co

3J 85" X 85" 625

White in color Tablecloth Size

I I I I I J.lji) I g~;" .~.£ 4 I 85" X 85" 619

Total ofTablecloth j.ifv t /"14l·~~ Size 85"x85" 1,244

Black in color Tablecloth Size

I I I I I ,? () I ;tiY,.qo 5 I 61"x61" 307

White in color I Tablecloth Size

6 61"x61" I I 186 I I I ~?() I 130·~ Squires C. W.

I r Total ofT ablecloth I I I Ballroom 12 (Sept- May) /)0 34-f· !.E-"x61" 493 Serverv 1 I June- Aua\



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Attachment C Student Programs - Conferences

Student Program Packages (17 wks/sem):

g 1 Flat Sheet (1)

J., ,{,)(~) ~) ooo·£~

Fitted Sheet ( 1) Pillow Case (1)

(.$\!)

.,

*Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual. quantities as ordered, regardless of whether such total quantities are more or less than those shown.

**Items 1-8 usually shrink wrap about 3,000 linen packages per year. A package is: 2 sheets, 2 towels, 1 pillo:rvcase and twashcloth.

t-0

IJ

Tablecloth, Visa Colors: White, Burgundy, Royal Blue, Forest Green, Bone (Champagne), Red, Light Gray, Pin, Dusty Rose, Light Blue, Peach, Any Additional Colors Available. Sizes: 51" 50 8~' 75 52" X 114" 60

3 I 120" round 10

Napkin, Visa, multiple 500

Attachment C Dining Services -Catering Department

2500 3750 3000 500

20000

Owens Banquet Room I 3 Owens Banquet Room I 3 ,()(/

J /,;):{,co J..SP• Oc)

{) 1

C>CI

,,oo

I (;; 00 , tx,)


such total quantities are more or less than those shown. **Please list colors available and the lead time required to get specific colors

"

25 30

65

800 960

Attachment C Dining Services -Owens

Shultz




events


events

3

,DfJ

.~

"l '<:""I 1-'.::> ~w~--

Sid- .oo



IS

Napkin, Visa, multiple 2 I colors** I 500

Tablecloth, Cotton, White Sizes: 52 11

Tablecloth, Visa, Red Sizes:

30

52" X 52" 125 4l52"x114" 30

Apron, Bib, Cotton,

6400

960

800 960

Attachment C Dining Services - Shultz

Shultz

Shultz

Ordered as needed for "~"";"' events



events

JlfJ··

. ,0&

~";3

*Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of



'"l <!."' - . Col; ~w·-

51).•1?.£

tJo ,,-

lf)J,. ~12

16

Attachment C Dining Services- Squires Food Court for Au Bon Pain and Sbarro


such total quantities are more or less than ttJose shown.

17

Attachment C Dining Services -Donaldson Brown for Au Bon Pain

Apron, Bib, Cotton, ,,33 "33' 419.



"

White

Tablecloth, Cotton, White 1(/' Sizes: ., 45" " 54" -1C>

Tablecloth, Visa Colors: White, Burgundy, Royal Blue, Forest Green, Bone (Champagne), Red, Light Gray, Pin, Dusty Rose, Light Blue, Peach, Any Additional Colors Available. Sizes: 42"-"'~ 51 61" ~\1. o.\ 52" X+ \415 114"

Attachment C Dining Services - Dietrick

4900

100 700 200

80 350 124 148 Hall




"Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether

such total quantities are more or less than those shown . .

**Please list colors available and the lead time required to get specific colors.

••• Please give the lead time required to have special linens delivered for special functions.

l ~- . ''\ (,lt.' "'I '" -·-

I -." ,tv-::1 w~ ·-

·H;.:te '''Cl ~vo

19

Attachment C Dining Services - Deets Place located in Dietrick

"Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown.

20

Tablecloth, Visa Colors: White, Burgundy Sizes: 52" X 52"

3 I 52" X 1

Napkin, Visa: 41 Wh

Attachment C Dining Services -West End Market

50

1000 Cochrane Hall special functions ,08

""Quantities set forth above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether


21

Attachment C Dining Services -Southgate Food Stores

*Quantities set fortll above are estimates only, and the Contractor shall supply at proposal prices actual quantities as ordered, regardless of whether


22

Towels, White, 2 I 24"x48" 500

49000

24500

Attachment C Recreational Sports

3 ~.)_:).,. 5,3'10,/tJ



"

First in textile services worldwide

Plan for Providing Services i

ALSCO plan to ~rovide rental linens and towels are as follows;

P.O. Box 13425 Roanoke, VA 24033 T 540.342.3158 F 540.981.0056 www.alsco.com

The route sales representative will meet with the appointed contact person at each location to verify:order and also input items needed for next scheduled delivery.

!

Alsco currently services Virginia Tech on a 3 day delivery and pick-up schedule, which are Monday-Wednesday-Friday of each week. Alsco sets an inventory level based on estimated usage. :Virginia Tech pays Alsco a specific price per item that is delivered. Alsco continually replenishes our goods (replacement of worn items) on a monthly basis. Our quality standards are around 5% reject rate. Alsco has implemented a reject linen system that is baSed on linen that is delivered to a facility that is not usable. Virginia Tech

I will reject the items and the Alsco route sales rep will exchange those rejects for new linen. Virginia T,ech will be visited by our GM, Service or District manager on a quarterly basis. The management team will meet with your management staff to ensure all needs are tak6n care of in a timely manner. Customer survey will be completed on each visit. The shrvey determines the quality of product, delivery satisfaction, responsiveness rind timeliness of delivery.

For the first 12 months of the contract, Virginia Tech will be guaranteed these prices. For the remaining years of the contract, the prices will be determined by what both parties agree upon.

Qualifications ahd experience: Alsco has been in business since 1889, our company headquarters is located in Salt Lake City, Utah. !

Roanoke Plant has been in business since 1958 and services 3 states.

Currently emplbys 100 people locally.

Listed below are all the colors and sizes Alsco, Inc offers to Va. Tech. Samples are available upon request:

Table Linen Colbrs: White Burgundy Royal Blue Forest Green Champagne Red Dusty Rose Black Navy

Table Linen Sizes: 42x42inch 52x52 inch 6lx61 inch 7lx71 inch 85x85 inch 52xll4 inch 120 inch Round/ White Aprons 29x33 Waist Aprons 36x39 White Flat Sheets 66xll5 White Pillow Cases 42x36 Bath Towels 24k48 Wash Cloths 12xl2

'

Napkin Colors and Sizes: White20x20 Burgundy 20x20 Royal Blue 20x20 Forest Green 20x20 Champagne 20x20 Red20x20 Dusty Rose 20x20 Black20x20 Navy20x20

Replacement d:ost per Item Listed Below: 20x20 All colors in Napkins $ 1.75 42x42 All colors in Table Linen $10.00 52x52 All colots in Table Linen $12.00

' 61x61 All colors in Table Linen $14.00 71x71 All co lots in Table Linen $16.00 85x85 All colots in Table Linen $28.00 52xl14 All col~rs in Table Linen $22.00 120 inch Round Table Linen $40.00 White Bib Aprbns $ 3.00

I

Waist Aprons: $ 3.00 66xl15 Flat Sheets $ 6.50 Pillow Cases : $ 2.00 Bath Towels i $ 8.00 Wash Clothes! $ 1.00

First in textile services worldwide

References:

Tamarack 1 Tamarack Park: Beckley, WVa. 2S801-6843 Dates: 7-1-2009 tb present

' Rod Cox 1-304-256-6843

Noble Investments dba Marriott/Embassy Suites 425 N. Cherry St;

' Winston-Salem, NC 27101-2896 Dates: 9-27-2010 to present Stephen Baldwin' 1-336-725-3500

I

Inn at Va Tech 1

901 Prices Fork Road I

Blacksburg, Va. 24601-0100 Dates: 6-28-2005 to present Mike Armstrong 1-540-231-5502 Debbie Harvey 11-540-231-0152

Inn at Snowshoe I

Snowshoe, WV a. 26209 Dates: 12-5-2003 to present Allen Gain 1-304-572-5773

P.O. Box 13425 Roanoke, VA 24033 T 540.342.3158 F 540.981.0056

www.alsco.com

Thank you for the opportunity to continue our service with you. As always, Alsco appreciates you\: business.

Sincerely, a· (';} - \.~ .}, II -~ ih.-t--'

I

Robert Cobb General Manager

I ADDENDUM # 1 TO RFP # 0015769




March 2, 2011 March 8, 2011 3PM

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: Trisha Wflson, Contracts Officer/Buyer Senior

E-MAIL ADDRESS: [email protected] TELEPHONE NUMBER (540) 231-7 402 FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221

Rental of Linens and Towels

1. i

Question: Please explain the bed linen rental program for students. Answer: The bed linen rer\.tal program for students no longer exists. Section VI. {A.) (4.)-This sentence is to be deleted in its entirety.

I 2. Question: In Attachment C, Recreational Sports, page 23, what is the weight of the 24"x48" towel?

Answer: Please submit pricing for a medium weight, medium quality towel. '

3. Question: What are the diinensions of the mattresses? Answer: The dimensions ,are 80" L x 36" W x 6"0.

4. Question: Is the quantity ~f 300 mop heads on Attachment C, West End Market, page 21, correct? Answer: The quantity of 300 is correct.

I

5. All other terms, conditions ]and descriptions remain the same.

6. The due date and hour rerhains February 28, 2011 at 3PM. t

FULL LEGAL NAME (PRINT) i FEDERAL TAXPAYER NUMBER (ID#) {Company name as it appears with your Federal Taxpayer Number)

;). \ Sc.o / ~C-i

I

BUSINESS NAME/DBA NAME/TA NAME FEDERAL TAXPAYER NUMBER {ll different than the Full Legal Name) ! (If different than ID# above)

- --BILLING NAME

' FEDERAL TAXPAYER NUMBER

{Cofll'any name as it appears on your invoice) (If different than lD# above)

8 \sco, :Ihc__ I -PURCHASE ORDER ADDRESS

0-v'--"3+0\ S""'-V\Q 'f"\.C\cr-.1.+-PAYMENT ADDRESS. I"\_;

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~G'CY\6\u.. \.)(-:\ I c;J'-/-01/ ·12=""';~c_,._ '-A d--1<::>\ 7 CONTACT NAME/TITLE (PRINt} SI~RE (IN 1~7} DATE

(?,o~v \- (1\b\o- GM \J(~ ll<L- 3-3- I I E-MAIL ADDRESS I TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER TO RECEIVE

"'5'-10 '8"00 E-PROCUREMENT ORDERS

I'C.C'ob fida\sw _,:cxJ 3'-\-J- 3 i 5¥ 33l, - S"l$-\ '{" s~c:.

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I .Virginia Tech Question:

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ATTACHMENT A-1

Please elaborate on what would constitute an item being rejected. If a majority of the items are rejected for an event that day, would you be able to redeliver them later in the day?

Industry standard is 3-5%. However, our facility takes pride in our quality and if there are any rejects we will inspect the rejects and redeliver any necessary quantities due to reject.

What is the maximum amount of time that Alsco allows an item to be kept?

Our program is based on a weekly rental. Our rental program is based off of a shelve inventory system which is rotated by the RSR on a weekly basis.

Please explain how charges are handled on items kept longer than the maximum time allotted? Also, describe how these transactions are tracked within your company.

We will bill to your requested inventory level. Your inventory levels are based on your PAR levels requested. All transactions are processed through Alsco, Inc. ABEL System and customers are supplied with invoices at time of delivery. Our RSRs have consented connnunications w/customers on items that are needed on weekly basis. This will allow all linen to be rotated on a weekly basis, if there is a discrepancy in clean to soil variance our RSR will communicate w/the Dept Head at VT and locate the linen in a timely manner.

Are customers notified that they have kept items longer than the allotted time and if so, how?

On each delivery the RSR inspects the PAR level requested and addresses any overages at each location.

Virginia Tech is a very large university with many different delivery locations. Please describe how your company determines the number of items picked up from a specific location and how is this verified?

We have specific invoices for each location. Locations are serviced on an individual basis. Therefore, we have the ability to track a clean to soil variance. We are currently doing this. The RSR addresses any variances with each


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location.

Are there different qualities in towels, sheets, pillowcases and wash cloths? If so, how do they impact the weekly rental and replacement costs?

Yes, there are different qualities. However, the current bid has a specific quality standard that we apply.

Please give a package price to include the following: one twin XL flat sheet, one twin XL fitted sheet, one pillowcase, two bath towels and one wash cloth. Can Alsco provide a price for the above items to be bundled into an individual package and wrapped in plastic? If so, please list your price. Additionally, can Alsco provide this package in a mesh bag? If so, please list your price.

Package & Bundle is $6.00 (Package is $4.00 & plastic/handling is $2.00)

Please provide replacement prices for the following items: fitted XL twin sheets, fitted and flat twin sheets, blanket XL twin, mop heads and black bib apron.

Fitted twin sheets $8.00 Flat twin sheets $6.50 Mop heads $11.00 Black aprons $4.00 Blankets $14.00

All of our twin sheets are xlong ( 66x 115).

What is your required lead time to request linens (i.e. tablecloths and napkins) for a special meal or function and additional linens for conferences?

48 hours. However, we understand that certain circumstances arise and we will ensure that you have the linens needed to service your facility.

If awarded a contract, can Alsco provide usage and replacement/loss figures to Virginia Tech?

Yes.

Can you provide full, fitted and flat sheets? If so, please list the rental and replacement charges.

We can provide full flat and fitted sheets. The


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prices are as follow:

Full Flat- .50 rental price and $8.00 replacement Full Fitted- .50 rental price and $9.00 replacement

Does your company have any other apron colors available other than those listed in the RFP?

Yes. Our additional colors are red, burgundy, navy and green.

Please provided documentation indicating the fab1ic content of the aprons you will be providing.

Description: 100% Spun Polyester Bib Apron-plain no pocket.

Size spec: Length:36 inches (measured from top centre of bib to bottom) Width:30 inches (measured across the bottom/hem) Neck band length:24 inches Waist tie length:40 inches

Fabric spec: 100% Spun Polyester Weight: 7 oz per square yard Thread counts: 135 x 69

Please list Alsco' s delivery and pick -up schedule including that of holidays, specifically listing each holiday. Can Virginia Tech specify delivery times during the summer? What type of advance notice do you give your customers of your holiday delivery schedule?

We presently service VT locations three days a week and during peak season sometimes 5 days. Our holiday season for VT is based off of the locations needs which the RSR will discuss with each location prior to the holiday. Deliveries during the summer are presently specified according to VT needs. Holiday schedules are determined by each location and we adhere to the customers needs during that holiday.

Describe how Alsco will handle inclement weather.

We deliver dming inclement weather in accordance with DOT and VDOT regulations.


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Describe how Alsco will handle shortages in goods.

If there are any shortages they will be addressed/delivered in the same day.

Does Alsco agree to payment due thirty (30) days after receipt of invoice or goods/services, whichever is later?

Yes.

Please identify the highest-level executive in your organization that is aware of this solicitation. Describe that person's commitment to assuring the highest quality service to Virginia Tech if Alsco is awarded the contract.

Regional Manager-Wayne Moore Mr. Moore as well as the Roanoke Team are committed to giving the highest quality of service.

If awarded a contract, will Alsco agree to work with each user department before you begin, to provide service so that issues such as pick-up/delivery time and days and service requirements may be addressed?

Yes.

How soon after a contract award can Alsco begin providing services?

We are your current linen provider. Therefore, there would be no interruption of service.

Virginia Tech, especially with regards to Student Programs' summer conferences, does not maintain regular par levels. For example, summer conferences may have 1,000 guests week one, 500 guests week two, 1500 guests week three and so on. Given this unique situation, describe how your company will handle linen charges. Also, further describe how and when Virginia Tech will be notified of items kept longer than required (i.e. items kept past the initial one week period). Detail how your company will calculate the length of time for linens kept. For example, does the clock begin when Virginia Tech physically takes possession of the linens and end when the contractor's truck picks up the linens in Blacksburg or is there another calculation method that your company employs?

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We make deliveries on a daily basis and at the end of the season we coordinate with VT for pickup of all used and unused linens.

Describe how your company will handle Virginia Tech shutdowns (i.e. summer and mid-semester breaks) when par levels need to be adjusted or, in some cases, service stopped for that period.

We presently work with each location to adjust the PAR levels dming the specified times or we stop the service as needed.

Can Alsco provide mop heads for rental of different qualities? If so, list the prices that would apply. Does Alsco provide the handles for these mop heads?

Yes. Unable to provide pricing until VT specifications are determined. Yes, Alsco does provide handles with the mop heads.

Can Alsco provide departments with color swatches for regular use? Are there any fees associated with providing these swatches? If so, list those fees. How would Virginia Tech be notified of discontinued and/or new color swatches?

Yes, Alsco can provide color swatches to departments. There is no fee for providing the swatches. The color swatches are standard color for all Alsco locations.

Are your submitted prices the best prices that you can give us at this time?

Alsco has given the best pricing to our long term customer based on the present market value.

Do you agree that, if awarded a contract, the initial contract period shall be one year?

Yes.

Upon completion of the initial contract period, do you agree that the contract may be renewed by Virginia Tech upon written agreement of both parties for four ( 4) successive one year periods, under the tenns of the current contract.

Yes.


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If awarded a contract, do you agree to limit price increases to no more than the increase in the Consumer Price Index, CPIW, all items category, for the latest twelve (12) months for which statistics are available at the time of renewal or 3 percent, whichever is less?

Yes.

If awarded a contract, are you willing to hold prices firm for the initial contract period and the first renewal year?

Yes.

Do you acknowledge, agree and understand that Virginia Tech cannot guarantee a minimum amount of business if a contract is awarded to your company?

Yes.

Please comment on your willingness to register and participate in eVA as described in Section IV of the subject RFP. There are registration fees involved with the use of eVA.

Alsco is currently registered and pays all quarterly/monthly fees.

Are the prices for all services offered inclusive of all applicable eVA system transaction fees? There are transaction fees involved with the use of eVA. One blanket purchase order would be issued for the entire contract time frame.

Yes.

As part of our initiative to increase operational efficiencies, Virginia Tech is seeking to pay our suppliers electronically using the W ellsOne AP Control Payment System. It uses a single-use Commercial Card Number, also known as a Control Account Number (CAN). The supplier must be able to accept credit cards in order to participate. Are you willing to participate in the WellsOne AP Control Payment System?

Yes, we are willing to participate.

Since our purchasing system requires precise and accurate information, please provide the following:

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l.Legalname ofyour company 2.Trade name (DBA) if different from legal name 3.Taxpayer Identification Number 4.Company name and address to which VT should mail purchase orders 5.Company name and address to which VT should mail payments 6.IRS W-9 form

LAlsco, Inc. 2.DBA:N/A 3. 4. Mail PO: PO Box 13425, Roanoke, VA 24033 5. Payments: PO Box 13425, Roanoke, VA 24033 6. Attached

Virginia fllllTech • VIRGINIA POLYTECHNIC INSTITUTE

AND STATE UNIVERSITY

Robert Cobb Alsco, Inc. PO Box 13425 Roanoke, VA 24033

Dear Mr. Cobb:

Purchasing Department (0333)

270 Southgate Center, Blacksburg, VA 24061 (540) 231-6221 Fax (540) 231-9628

Aprill7, 2012

Subject: Virginia Tech Contract #UCP-TS-040-12 Virginia Tech RFP # 0015769

Enclosed is a fully executed copy of the contract for rental of linens and towels as described in the subject RFP.


We look forward to working with you during the term of this contract.

Attachment

Sincerely,

-~UJ~ Trisha Wilson Senior Buyer Telephone: (540) 231-7402

A Land-Grant University- 17Ie Commonwealth Is OUI· Campus An Equal Opportunity/Affirmative Action Institution

• VENDOR INFORMATION FORM . .

TS 040 12 ----- for office use -----

ALSCO, INC.

FULL LEGAL NAME (Company Name as it appears with your Fe?eral Taxpayer Number)

BUSINESS NAME/ DBA NAMEfT A NAME


BILLING NAME . (Company name as it appears on your invoice)


PO BOX 13425

P 0 BOX ADDRESS 1

STREET ADDRESS 2

ROANOKE

CITY

VA 24033

STATE ZIP CODE

BOB COBB

CONTACT PERSON

[email protected]

EMAIL

VENDOR SIGNATURE

TRlSHA WiLSON



FEDERAL TAXPAYER NUMBER (if different than 1D# above)

PAYMENT ADDRESS:

PO BOX 13425



ROANOKE

CITY

VA 24033

STATE ZIP CODE

540-342-3158

PHONE NUMBER

800-336-5818

TOLL FREE NUMBER

540-981-0056

FAX NUMBER

rJVirginiaTech I I

MEMORANDUM

TO:

FROM:

Christine Boling

T risha Wilson

SUBJECT: Contract For Rental of Linens and Towels

Enclosed is your copy of the subject contract.

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch. vt.edu

Aprill7, 2012

Following is a summary of pertinent information related to this contract:

Contractor Business Address: Alsea, Inc. P.O .. Box 13425 Roanoke, VA 24033

Contact Person:

E-Mail Address:

Telephone Number:

Fax Number:

Contract Number:

Robert Cobb

[email protected]

540-342-3158

540-981-0056

UCP-TS-040-12

Payment Address Alsea, Inc. P.O. Box 13425 Roanoke, VA 24033

Contract Period: April!, 2012 through March 31, 2013 with an option for four (4) successive one year renewals.

Payment Terms: Net30

F.O.B.: NA

Prices: See Contract

This will serve as your authority to make purchases against this contract.

If the need arises to modify the contract, please complete the attached Request For Contract Modification form and return it to me.

Also enclosed is a blanket purchase order.

If you shonld have questions, please contact me at 1-7402.

L_ _______________________________________________ Invent the Future


Contract Administrator Responsibilities

PLEASE RETAIN FOR YOUR RECORDS.

This note is being sent to outline the Do's and Don ~ts of contract administration. You have been named as the Contract Administrator in the attached contract(s). Contract administration involves ongoing activities that should be performed after a contract has been awarded to ensure that the Contractor and Virginia Tech are meeting the requirements of the contract.

The Contract Administrator is responsible for ensuring that all contract provisions are being followed. The Administrator assures quality, documents nonperformance if any, facilitates problem resolution, and coordinates actions with Purchasing (contract renewals, contract amendments, and contract terminations) and legal staff when necessary. This includes:

• Monitoring the contractor's performance and interfacing with the contractor's representatives e Formally meeting on a periodic basis with the contractor to review performance

• Verifying that invoice is consistent with contract terms

• Maintaining appropriate records, including documentation of any non-conformance or other issues that may have occurred with the contractor and resolution as a result thereof, including any significant events during

the contract term

• Contacting Purchasing for any issues, complaints, or disputes that cannot be resolved at the department level

• Working with Purchasing to determine if contract should be renewed (if applicable) • Avoiding conflicts of interest and maintaining appropriate standards of conduct

• Coordinating with other university units who are users of the contract

• Documenting receipt of revenue and rebates (if applicable)

Some of these duties may be delegated to others in your organization. For example, inspection of contractor invoices may take place in your business office. You need to be knowledgeable of the delegated process such as who is doing wbat and db they have the information necessary to accomplish their responsibilities.

All contracts require that any change to the terms of the contract be made in writing and be accepted by both the contractor and Virginia Tech before the change is binding. Contract Administrators are not empowered to make changes to the terms of the contract For example, you are not authorized to change the price or add additional services. If there is a need to add or delete services, changes should be communicated to the Procurement Officer, who wi11 prepare a written contract modification. The same applies for renewing contracts for additional time periods.

Thank you for your efforts to ensure this contract meets the needs of the Virginia Tech. If you have any questions, contact the Procurement Officer assigned to this contract.

'/ "Trisha Wilson 1-7402


REQUEST FOR CONTRACT MODIFICATION

Virginia Polytechnic Institute and State University- Purchasing Department

Please retain a copy ofthis form for your files.

Drue _______________ Department ____________________________________________ __

Contract Number-------------------- Contractor-------------------------------

Signature of person authorized to sign requisitions:

Name Title

I. DESCRIPTION OF MODIFICATION

A. Add To Contract:

B. Delete From Contract:

C. Other:

II. REASON FOR MODIFICATION:

